Mail Room Specialist I

EMS Management & Consultants Inc•Arlington Heights, IL

About The Position

This position processes incoming and outgoing mail, including sorting and scanning client payments and correspondence. It reconciles physical payments received by EMSMC on behalf of clients with EMSafe, and prepares deposits and client-specific deliverables in accordance with client requirements, company standards, and compliance regulations. The role also provides administrative support to other departments as needed and may perform other tasks assigned by a direct leader or department manager.

Requirements

High school diploma.
Strong confidentiality and professionalism when handling financial information and protected health information (PHI).
Flexibility to work extended hours as required to support the business.
Teamwork, strong interpersonal skills, and the ability to maintain composure in a fast-paced, high-pressure environment.
Ability to learn, understand, and follow specific client requirements.
Strong organization and multitasking skills, with the ability to manage time and prioritize work.
Good communication and critical-thinking skills.
Ability to work effectively both as part of a cross-functional team and independently.
Willingness and ability to adapt to changes in the work environment, procedures, priorities, and job duties.
Applicants must be authorized to work in the United States now and in the future; visa sponsorship is not offered.

Nice To Haves

Prior experience in payment handling, mailroom procedures, or lockbox procedures is strongly preferred.
Prior experience in reconciliation, scanning/imaging, or data entry.
Knowledge of HIPAA requirements and regulations.
Working knowledge of Excel and Adobe Acrobat.

Responsibilities

Open, sort, and distribute incoming mail, including payments, denials, and correspondence. Set aside unopened mail from confidential P.O. Boxes or mail that appears confidential, and deliver it to the appropriate personnel.
Obtain payments and correspondence from various sources and scan them into a software program.
Prepare payments for deposit into client bank accounts, including electronic transfer, accurately and promptly according to client requirements.
Identify check and payor errors and work with appropriate internal or external contacts to resolve them.
Securely file checks for non-deposit clients, explanations of benefits, and other correspondence until they are ready for mailing.
Prepare and sign off on the daily courier chain of custody to support deposit accuracy and secure deposit transfers.
Prepare weekly client deliverables, ensuring their accuracy, timeliness, completeness, and payment reconciliation.
Conduct tasks and interactions professionally and respectfully, with a positive attitude, in compliance with company policies and applicable government regulations.
Support and demonstrate the company mission and values.
Populate data fields from scanned images to link the images to claims in the billing system.
Process and track mail, including certified mail, accurately and promptly.
Provide administrative support to other departments as needed.
Scan documents into a software program.
Perform other tasks as assigned by a direct leader or department manager.
Work Saturdays when month-end falls on a Saturday, Sunday, or Monday.